Національний/-а Керівник/-ця з Адміністративної Роботи та Відділу Персоналу / (National Administrative/Human Resources Officer) – Міжнародна організація з міграції (МОМ), Представництво в Україні

Open to Internal and External Candidates

Position Title: National Administrative/Human Resources Officer

Duty Station: Odesa, Ukraine (EUBAM)

Classification: National Officer, Grade NO-A 

Type of Appointment: Fixed-Term, One Year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 18 March 2024

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Organizational Context and Scope:

Under overall supervision of the Chief of Mission (CoM) and direct supervision of the Chief of Administration (CoA), EUBAM and with technical supervision from the Senior Resources Management Officer (SRMO), the successful candidate will be responsible and accountable for providing necessary support in administrative and human resources matters of EUBAM in Ukraine.

Responsibilities and Accountabilities:

1. Supervise and coordinate the EUBAM HR activities, ensuring and promoting implementation of unified HR procedures and approaches across EUBAM Field Offices located in Ukraine and the Republic of Moldova.
2. Monitor the work of the EUBAM Human Resources Unit personnel: (i) in Odesa – two Administrative Assistants and cleaning personnel; (ii) in Chisinau – HR Specialist, ensuring that all requests are addressed timely and accurately, with an efficient allocation of resources.
3. Ensure proper application of IOM’s Administrative/HR policies, rules and regulations, as well as standards and related processes, taking into account the EUBAM’s activities; and ensure that EUBAM-specific administrative/HR procedures are properly followed and aligned with IOM policies.
4. Maintain proper filing system for HR records and documents, ensuring safekeeping of confidential materials and proper maintenance of attendance records of all international and national personnel of EUBAM.
5. Prepare draft job descriptions and vacancy announcements as well as assist in the proper conduct of interview panels.
6. Organize the correct use of the different PRISM-HR functionalities by the EUBAM staff in Ukraine.
7. Assist in the planning and organizing of staff development and training for the EUBAM staff in Ukraine. Suggest procedural improvements and train the EUBAM personnel on Administrative/HR issues as needed.
8. Conduct resignation procedure of EUBAM personnel in Ukraine.
9. Manage processing of requests for visas, diplomatic accreditation and registration in Ukraine for the EUBAM international personnel (liaise with the European Union Delegation); maintain a database on accreditation cards issued to the EUBAM personnel.
10. Advise on administrative/staffing issues and support the elaboration of staffing tables, including vacancies and use of temporary assistants to meet exceptional work requirements. Advise on the proper implementation of the IOM Performance Appraisal System.
11. Liaise with and maintain good working relationships with IOM partners as well as with other IOM Missions as necessary for the effective exercise of these functions.
12. Perform such other relevant duties as may be assigned.

Required Qualifications and Experience

• Bachelor’s degree in Human Resources, Business Administration, International Relations, Philology, Social Sciences or related field with four years of relevant professional experience; or,
• Master’s degree in above or related field with two years of relevant professional experience.

Experience

• Proven experience in Administration and HR in an international organization or the private sector;
• Experience in designing and implementing organizational development processes;
• Familiarity with the UN common system or similar systems, knowledge of staff rules and regulations, staff entitlements and benefits, recruitment and selection, practices and training programmes;
• Work experience in EUBAM is an advantage.

Skills

• Effectively applies knowledge of relevant human resources theories and practices and recognizes their application within existing IOM processes.
• Delivers human resources solutions customized to the needs of IOM.
• Anticipates and understands internal and external issues and opportunities that may impact the human resources landscape of IOM.
• Adapts best human resources practices to the requirements of IOM to facilitate the achievement of strategic objectives.

Languages

For all applicants, fluency in English and Ukrainian is required (oral and written).

Competencies

The incumbent is expected to demonstrate the following values and competencies:

Values

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Managerial Competencies – behavioural indicators – level 2

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and security clearances.

A prerequisite for taking up the position is legal residency in the country of the duty station and work permit, as applicable.

How to apply:

Interested candidates are invited to submit their applications using the IOM Personal History Form and sending to [email protected] by 18 March 2024 the latest,  referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.

Posting period:

From 05.03.2024 to 18.03.2024